Charge the event's virtual card

How the Card Charge is worked out

Each event has one TEAM Solutions virtual card for your hotel. The card covers night one and its tax. For each room, the Card Charge is the first night's room rate minus the platform commission and any rebate your hotel funds, both counted over the whole stay, plus the first night's tax the guest prepaid. When a guest cancels too late for a refund or does not arrive, commission and rebate count for the first night only, so on a longer stay the Card Charge goes up. The room part is never below zero, and the tax is never reduced.

Most contracts take the commission on the full room rate. Some take it on the rate after a rebate your hotel funds, which makes the commission smaller. Your contract says which, and the Card Charge on each row already follows it.

The card's limit is built from the same Card Charge amounts, so you never work them out by hand: charge the number on each row.

Example

A guest books three nights at $200 a night. The contract takes a 10% commission on the full rate and has a $10 per night rebate that your hotel funds.

Commission for the stay: 10% of $600 is $60. Rebate for the stay: three nights at $10 is $30. The guest prepaid $30 of tax on the first night. Card Charge: $200 minus $60 minus $30, plus $30 of tax, is $140.

Full prepay hotels

When your contract is Full prepay, guests pay the whole stay when they book: every night at its own rate, plus the lodging tax for every night. The Payment Card page says Full prepay: charge the full stay. Each room's Card Charge is the full stay minus the platform commission and any rebate your hotel funds, plus the lodging tax for every night, which your hotel remits. The rows show Full Stay where other events show First Night, and Lodging tax where they show First-night tax. A late cancellation or a no-show does not change a full prepay room's Card Charge: the stay stays with your hotel.

Example

A guest books three nights at $200 a night at a full prepay hotel. The contract takes a 10% commission on the full rate and has a $10 per night rebate that your hotel funds. The guest prepaid $90 of tax for the three nights. Card Charge: $600 minus $60 minus $30, plus $90 of tax, is $600.

When a room is ready to charge

A room is ready to charge once its free cancellation period ends. That period is the cancellation window in your contract: 72 hours before check-in unless your contract sets another. Until it ends, the guest can still cancel for a full refund, so the card does not cover that room yet. If your contract lets guests cancel for free right up to check-in, the room is ready on its check-in date.

Each night, the card's limit grows by the rooms that became ready. That morning your primary contacts get a Ready to charge email listing them, each with its guest, confirmation numbers, check-in date and Card Charge, and a button to the Payment Card page. Each room is listed once.

On the Payment Card page, rooms ready to charge are under To charge. The others are under Not ready yet, with the day each one will be ready, and their Mark charged button stays off until then. The totals show Left to charge and Not ready yet apart, and the card limit is the Card Charges of the rooms ready to charge and the rooms you already charged.

Example

With the default window, a room checking in on Nov 11 is ready to charge on Nov 8.

First-night tax

Each row shows its First-night tax beside the Card Charge (on a phone, under the amount), and the page shows the total for the event. It is lodging tax TEAM Solutions collected from the guest for the first night, paid to your hotel inside the Card Charge. Your hotel remits it, with the tax on the rest of the stay. The page is your record of it.

When a guest cancels late or does not arrive

The first night stays with your hotel. Commission and the rebate your hotel funds then count for that night only, and the difference is added to the event card. The first-night tax stays the same.

• A late cancellation: the Card Charge goes up as soon as the guest cancels.
• A no-show: after the event, mark the reservation No Show on Reconcile your event and settle up. The Card Charge goes up when the status saves, and the row shows Forfeited first night (no-show).

If you already charged the room, the difference counts in Left to charge, and the row shows a Mark charged button with the difference on it: charge the card the difference, then click it.

Example

A guest books three nights at $200 a night, with a 10% commission on the full rate and a $10 per night rebate that your hotel funds, and prepaid $30 of tax on the first night. Booked, the Card Charge is $110 plus the $30 of tax, $140. The guest does not arrive: commission is $20 and rebate is $10 for the first night, so the Card Charge is $170 plus the $30 of tax, $200. That is $60 more.

At the desk

The guest prepaid night one, and the tax on it, when they booked. Never charge the guest for either. Charge each room's Card Charge to the event card once the room is ready, and collect the rest of the stay from the guest: see Check in TEAM Solutions guests. At a full prepay hotel the guest prepaid every night and its tax, so collect only incidentals and any resort or event fees. For questions about how night one posts in your property system, contact support.

Mark each room charged

One card covers every room, so a room charged twice uses up another guest's first night, and a later guest's charge can decline. After you charge a room's Card Charge, click Mark charged on its row. The row moves from To charge to Charged, with the date and who marked it, and the totals show what is charged and what is left. The Rooming List shows the same Charged date.

Marked a room by mistake? Click Undo on the row and confirm. Rows marked Post-event invoice, Disputed or Dispute lost have nothing to charge, so they sit under Do not charge and cannot be marked. Rows under Not ready yet cannot be marked until the day they show.

If a room's Card Charge changes after you mark it, for example after a date change, the row also shows Marked at with the amount you charged. When the Card Charge went up, the difference counts in Left to charge, and the row shows a Mark charged button with the difference on it: charge the card the difference, then click it. A room marked before the card included the first night's tax shows its tax this way. When the Card Charge went down, the card limit keeps the amount you charged: contact support about the difference.

If a date change moves a charged room's check-in later, the room stays under Charged and stays on the card at the amount you charged, because the card already paid it. If its Card Charge went up, the difference waits until the room's new free cancellation period ends, then counts in Left to charge. Click Undo on that room before then, and it moves to Not ready yet: you can mark it charged again from the day the Undo dialog names, so undo it only if the card was not charged.

Each row also shows our confirmation number and your Hotel Conf #, so you can find the room in your own system. Add or edit your number right on the row: it is the same number as on the Rooming List, and saving it in either place updates both.

When the page says Possible double charge

Beside the rooms marked charged, the page shows Captured on card: the charges the card has captured so far, from the card's own activity. The Charged total adds up the amount each room was marked at, including a room refunded or disputed after you charged it, since the card was charged for it. When the card captured more than that, the page says Possible double charge. Mark each room you charged. If the totals still differ, a room may have been charged twice: contact support, and do not charge that room again.

Long stays: First night's tax only and Post-event invoice

On a long stay, the commission and rebate for the whole stay can add up to more than one night. The room part of the Card Charge is then zero, and the Card Charge is the first night's tax alone: the row says First night's tax only. Charge that amount. TEAM Solutions recovers the room difference after the event on a settlement invoice, based on the stay you report on Reconciliation. If the guest cancels late or does not arrive, commission and rebate count for the first night only, so the room part comes back: charge the new Card Charge.

Example

A guest books seven nights at $100 a night, with a 10% commission on the full rate and a $10 per night rebate, and prepaid $15 of tax on the first night. Commission is $70 and rebate is $70, which is $140: more than the $100 first night. The Card Charge is the $15 of tax, and the $40 difference is on the settlement invoice.

When no tax was collected on that first night as well, the Card Charge is zero and the row shows Post-event invoice. Do not charge the card for it.

Row types

• A Card Charge amount under To charge: charge it, then mark it charged.
• Not ready yet with a day: the free cancellation period has not ended. Do not charge it yet. On that day it moves to To charge.
• First night's tax only: a long stay. Charge the amount shown once it is under To charge, then mark it charged.
• Charged with a date: your team already charged it. Do not charge it again.
• Forfeited first night (cancelled) or (no-show): the guest will not check in, and commission and rebate count for the first night only. Charge the Card Charge once it is under To charge.
• Post-event invoice: do not charge the card, even if the row is also marked forfeited.
• Disputed or Dispute lost: do not charge the card, even if the row is also marked forfeited.

Reconcile your event and settle up explains the settlement after the event.